Reports to Associate Director

 The purpose of this position is to play a crucial part in ensuring regulatory governance and company secretarial services for a key strategic client of Aztec (the Client).

This role is to lead a newly formed Co Sec / Governance team (the Team) of experienced senior administrators focussed on providing a specialist service to the Client.

Given the importance placed on the company secretarial and governance function by the Client, the successful candidate will have the opportunity to build a strong relationship with the Client, as well as on the wider team.

To deliver a positive impact to the overall performance of the Team and to promote a professional and detailed company secretarial and governance focused service to the Client, the successful candidate will have the motivation to shape the direction of the Team, make transformative changes by improving efficiencies and the timeliness of the turnaround of minutes.

The successful candidate will be reporting to an Associate Director and be a key member of an experienced and collaborative pool of managers.

Key Responsibilities:

• Develop and implement processes to support excellent corporate governance
• Co-ordinate all aspects of board governance matters, including attendance at and preparation of minutes for Board, Committee and ad hoc meetings, including liaison with the client, the Directors and Officers and various other stakeholders
• Attendance at board meetings, providing accurate minutes of the deliberations and decisions of the Board or Committee
• Responsible for the review and circulation of board packs in respect of Board, Committee and ad hoc meetings in a timely manner
• Ensure that the service level agreement turnaround times for the production and finalisation of minutes, resolutions and matters are adhered to
• Collaboration with the client to ensure that minutes are to a professional level and that minute templates are in place and updated accordingly
• Oversee production of minutes by team members and provide basic minutes training to the team where required
• Manage the action list from meetings held, ensuring that all responsible parties are aware of the actions to be taken and the deadline for action
• Ensure all company secretarial activities are carried out in compliance with legal and regulatory requirements
• Review files and maintain the companies in good standing in their respective jurisdictions
• Act as “B” level 4-eyes signatory on administration matters, ensuring that company policy and professional and regulatory guidelines are adhered to and that a professional quality service is provided to clients and outside contacts 
• Supervise and assist in the training and development of all direct reports
• Manage the performance review process for reporting lines, ensuring that objectives, KPIs and development plans are set
• Support with review of electronic payment instructions to settle routine fund and general partner expenses, as and when required
• Support with team wide projects and cyclical tasks, i.e., review of financial statements, review of static data amendments and wire detail updates, review of investor upload of various documents
• Promote a One Team Approach to ensure a professional service is provided to the Client.

 Skills, knowledge, expertise:

• The candidate will be qualified or studying towards a relevant professional qualification (Chartered Governance Institute or equivalent)
• Sound technical financial services knowledge (to be supported through the Aztec Academy), as well as a confident working knowledge of legal governance frameworks required
• Strong stakeholder and people management skills required
• Proficient in minute writing and reviews
• Meticulous attention to detail, excellent organisation and time management skills required
• Excellent interpersonal skills are required to develop close working relationships with colleagues, clients and business contacts

We will provide in-house training to enhance your professional development. You will need to be quick to learn new systems and great with people, as close working relationships between our colleagues and clients is at the heart of what we are about.